Overview

We are seeking a highly organized and proactive Travel and Office Coordinator to oversee business travel and day-to-day office operations, coordinate procurement in collaboration with Accounting, and support company events and employee experience initiatives alongside HR. The role requires sound judgment, strong attention to detail, and the ability to manage multiple priorities while keeping operations efficient, well-organized, and responsive to employee and business needs.

Responsibilities:
  • Plan and coordinate business travel for employees and executives, including transportation, accommodation, itineraries, and related arrangements.
  • Research and compare travel options, balancing cost, convenience, traveler preferences, business requirements, and compliance with company travel policies.
  • Provide travelers with clear and timely travel information, documentation, and logistical support.
  • Assist employees and executives with itinerary changes, cancellations, disruptions, and other unexpected travel-related issues.
  • Manage relationships with travel agencies, airlines, hotels, and other travel service providers, including bookings, cancellations, refunds, and issue resolution.
  • Review travel-related invoices and coordinate their verification and processing with Accounting.
  • Arrange travel, accommodation, and hospitality for guests, visitors, and international clients.
Required Qualifications:
  • At least four years of experience in travel coordination, office management, administration, or a similar role.
  • Strong knowledge of business travel planning, booking, and management, including experience with travel portals and booking platforms.
  • Excellent organizational and time-management skills, with strong attention to detail and the ability to manage competing priorities.
  • Strong decision-making and problem-solving skills, with the ability to assess multiple options and identify practical, cost-effective solutions.
  • Strong written, verbal, and interpersonal communication skills, with professional working proficiency in English.
  • Proficiency in Microsoft Office, including practical Excel skills for expense tracking, record maintenance, and basic reporting.
  • Experience with budget planning, invoice review, cost comparison, and monitoring operational spending.
  • Ability to use AI tools effectively and responsibly to research options, organize information, streamline administrative tasks, and improve workflows.
  • Proactive, self-motivated, dependable, and comfortable taking ownership of tasks from planning through completion.
  • Ability to work collaboratively with employees, management, HR, Accounting, vendors, and external service providers.
  • Flexibility to adjust working hours when business or travel requirements arise and remain effective under pressure.
Skills:
  • Multitasking
  • Proactive
  • Communication
  • Strong interpersonal skills
  • professionalism
  • Event coordination
  • Organizing
  • Planning
Note:

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